PASS Subsidy Suite (PASS FMS)
With our Grants Suite, you are choosing an application that sets standards in grants management. Based on a future-proof architecture, you can rely on a dynamic grant management software that can very flexibly accommodate your requirements and map new grant products.
Are you looking for a solution to manage public funding holistically across all project phases and in a digital funding file? Then take a look at our lightweight Grants Manager (PASS FMM).
System for legally compliant administration for application, processing, payment and reporting of subsidies
The legally compliant disbursement of subsidies is complex. An examination under state aid law is therefore the minimum requirement. Award procedures by the direct beneficiaries place high demands on documentation and communication. Different regulations and legal provisions must be taken into account. Funding products should always be made available digitally, and administrative overhead must be kept as low as possible. Our PASS Funding Suite (PASS FMS) is an established, flexible and complete solution at the interface between the technical and technological requirements of the funding approaches.
Legally compliant and seamless subsidy management
The grant management software maps the entire lifecycle of a grant application efficiently and without media discontinuity. All required process steps can be handled in an IT-based and digitized manner; in line with the respective roles, rights and obligations. Whether for customers (stakeholders, applicants, beneficiaries, (project) sponsors) or natural persons and smaller legal entities. This applies to all milestones of the funding cases: Application, approval, accounting procedure and (final) proof of use (incl. amendment, rejection, objection and dunning procedures) or connection of cash (systems). The grant management software evaluates all required data of the grant cases in real time. These evaluations are made available individually - in accordance with legal requirements - as structured reports.
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More information is provided by our webinar at the Digital State Online of Behördenspiegel (German only):
Grant management processes - IT support with the grant management software
The basic configuration maps the central data management and is the foundation and heart of the grant management software. Included in the standard configuration are: User, organization, role and rights management (including the tried and tested PASS security component), information and help system, plausibility checks, extensive filtering, deadline and resubmission management, versioning and historization, state-of-the-art logging, and much more.
The PASS Subsidy Suite integrates the data on funding lines and funding cases from the various modules and can deliver them to the connected systems via interfaces. In doing so, the suite is pre-configured fund-specific in line with individual requirements: in addition to EU funds, national or other non-EU funds are possible.
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E-Government
Meet all requirements for digital grant application, processing, and management.
OZG
Consideration of the requirements of the Online Access Act (OZG) for administrative services. In addition to current design principles in this environment, the Grants Suite achieves OZG maturity level 3 in the relevant functions.
Reporting
Reports for effective controlling of funding activities, including application data, payment flows, payment statuses and audits.
Digital signature
Depending on the legal basis of a grant, a government-issued national electronic ID card can be used to replace the written form requirement. Use of advanced digital signatures for communication to beneficiaries.
Plausibility check
Automated plausibility checks for legally compliant processing of funding approaches. Definition of complicated rules with our own rules engine.
The grant management software offers a multi-channel customer portal on request. In addition to the application portal with landing pages and customer login, mail traffic, internal messaging systems and bots supplement customer support.
Registered users access a comprehensive information system within PASS FMS: notifications, document provision, messaging system, notices, resubmissions - internally or additionally via e-mail.
Applications are submitted without media discontinuity. The interfaces and workflows in the portal are optimized in terms of ease of use and user experience (UX design). The interfaces are responsive - employees and customers can work with the PASS Subsidy Suite in the home office, on the workstation, on a cell phone or tablet.
Funds management is part of the grants business, in which disbursements and assumptions are ordered to be cash-effective and the available quotas ("budgets") are monitored.
The grant management software offers all required functions regarding budget and budget. In addition to mapping of the budget system, an ordering and - if desired - a dunning system occurs. It is possible to process a configurable budget including specifications and commitment authorizations, daily and annual financial statements. Constructs relevant in the EU context, such as "technical assistance" and "financial instruments", are supported.
The product builder is used to select and assemble all parts from the maximum workflow and object catalog so that the desired grant program/product/measure can be operationalized GUI-based. Maximum workflows and object catalogs come from the standard repertoire and are assembled in a modular process for the grant management software. Alternatively, the standard components are first customized and extended according to individual requirements using the PASS Virtual Software Factory. Components not included in the standard are newly created.
Within the Rules Engine, additional rules can be defined for data fields within the objects or services can be executed under certain conditions in the Grants Management software. New data fields are added to existing objects at runtime and delivered to the production of the grant management software.
- Formulation of the request and input of data.
- Checking for completeness of the application documents. If necessary, preparation of automated demand letters including legally binding transmission (qualified signature).
- If applicable, dialog-based submission of subsequent claims by the applicant and their documentation in the grant management software.
- Dialog-based documentation of the funding decision in a configurable co-signing workflow (any number of people in different functions).
- Application processing and digital delivery of the decision to the applicant. (The required documents are individually stored in the grant management software and delivered with the application data. The templates use advanced text replacement with currently seven variable types. From text or text blocks to tables with individually definable columns).
- Voucher-based accounting: upload and submit vouchers. After verification and determination of funding and instruction of funds (incl. automatic documentation in financial controlling with evaluations in real time).
- In addition to expenditure declarations, appropriation requests that do not require immediate voucher delivery are supported.
- Support for document verification through plausibility mechanisms.
- Automatic compilation of data for the financial proof of use after project completion in the grant management software. The factual proof is comprehensively supported (uploads, mapping of an indicator system).
- Documentation of all audits and any necessary financial corrections as well as digital transmission of the final decision. All financial corrections are kept transparent via separate processes and are explicitly taken into account in the settlement with the funder.
- Audit-proof storage of the completed project or transfer to a connected DMS system. On request, support in controlling the earmarking.
- Automated generation of reports to manage the entire grant program in the grant management software (disbursed funds across all projects, budgeted funds, open funds, etc.).
Workflow configuration
Configuration of central sections of a grant workflow by clicking or by specifying minimum sizes for individual steps.
Data field configuration
By configuring the dialogs and screen masks, data collection can be controlled in a targeted manner and data can be saved, or data collection can be distributed over several dialogs and several workflow steps.
Spending plan configuration
Specification of individual requirements for the collection of expenditure and financing plans in the applications. Flat-rate accounting with automatic calculation is possible, e.g. if an expenditure item or a highly differentiated mapping of different personnel, material and travel costs is required. Users are supported via freely definable calculation aids. Particularly sensitive data can be protected by means of special detailed rights on the user side.
Submission phase configuration
Automated enforcement of individual funding calls and submission deadlines set there. Detailed configuration options are available for different steps of the overall workflow.
Users, organization and customer portal
Distinction between internal and external users in the organizational structure. Internal users are assigned different roles, with each role having different rights. In addition to operational roles, report roles are also assigned. These can be used to specifically control which users are allowed to create which evaluations.
Support by the PASS authorization component for the mapping of unrestricted, multi-level hierarchies with their own authorization assignment and their own administration and deputy functions at each hierarchy level.
Request
All the information required to apply for funding is recorded by the applicant, checked by internal processing, and then processed further. Deliberate support of more complex applications (e.g. for project funding) and clearer applications for natural persons or applications from SMEs. Optional collection of durations, bank details, place of implementation, indicators (planned figures) as well as expenditure and financing data.
Document based billing
Clear tracking of all financial business transactions for and directly with the funding cases. Decisions on supporting documents in the course of submission/settlement are tracked and documented individually. Uploads of documents supporting payments are possible at any time. Sample-based audits are supported. Common customer accounting systems can be connected upon request.
Operations
Employees and customers receive a list of all ongoing processes that have been assigned to them personally. The list can be filtered and sorted as desired. This enables an optimal entry into the work.
Resubmissions
Reminder of the next to-dos of employees and customers. Resubmissions can be defined flexibly at any time.
Versioning
Versioning according to current technical standards. Every change can be tracked down to the data field level. Revisions to an application by customers are immediately visible and do not have to be searched for in the course of the checks.
In addition to historization and versioning, the grant management software guarantees change tracking in the application and specialist procedures as well as user management down to the level of individual data fields. This means that all activities relating to the data can be traced.
Since the grant management software has its roots in the European Social Fund (ESF), the issue of data protection was taken into account from the very beginning of development in order to be allowed to store the sensitive, personal data of participants in accordance with German data protection requirements. The requirements of the DSGVO, e.g. detailed deletion concepts, are mapped in the process.
We work in compliance with ISO/IEC 27001, and the security concepts in development and hosting/operation are based on the following standards and specifications, among others:
- German BSI Standard 200-1 (Information Security Management Systems - ISMS),
- German BSI standard 200-2 (basic IT protection procedure),
- ISO/IEC 27005 (Information technology - IT security procedures - Information security risk management),
- German BSI Standard 200-3 (risk analysis based on IT-Grundschutz) and
- German BSI Standard 200-4 (Emergency Management).
The safety level is based on the standards
- German BSI standard "Guideline for the development of secure web applications - recommendations and requirements for contractors",
- German BSI 2013, ÖNORM A 7700 (Security requirements for web applications),
- OWASP Application Verification Standard (ASVS),
- OWASP Development Guide,
- OWASP Testing Guide and
- OWASP TOP 10 (checklist of the 10 biggest threats to web applications and measures against them).
